Administrative Assistant

Job Type

Full Time




1208 VFW Parkway
Suite 303
United States


The VHL Alliance is a small, medically related non-profit agency staffed by committed professionals dedicated to improving the lives of others. Key responsibilities of the Administrative Assistant include maintaining communications with constituents, database management, facilitating online and printed materials, maintaining the website.

Exempt Part/Full-time employment


  • Monitor general office emails; responds or forwards, as appropriate
  • Answer calls, record, and distribute calls/messages, as appropriate
  • Open and sort mail
  • Maintain and keep client database current
  • Ensure that office is maintained orderly
  • Maintain office equipment, supplies, and calendar
  • Identify, gather pricing, and work with outside vendors, as appropriate
  • Maintain office records
  • Create and implement “systems” to keep the office organized and running smoothly
  • Edit, format, create, and provide graphics for printed and online communications
  • Create annual schedule for Hotline volunteers; Keep Hotline forward number up-to-date
  • Administratively support Executive Director and office staff
  • Maintain a professional standards environment including office structure, organization, and privacy

Programmatic Support

  • Track and mail out information to new constituents
  • ake lead in formatting quarterly newsletter and creating necessary material for events and meetings and registration process
  • Arrange for audio format of newsletters
  • Create Eblasts and other online/hard copy reminders for programmatic activities
  • Log constituent registration/participation in programmatic activities
  • Make calls to constituents to convey information, upon request

Website and Online Communities 

  • Maintain and keep website current
  • Monitor and record statistics for website and online communities
  • Monitor search engine optimization

Financial Responsibilities

  •  Prepare and submit bank deposits
  • Provide bookkeeper with necessary backup of all expenses and income
  •  Log donor contact information and donations into database
  •  Send acknowledgements to donors

Other Responsibilities

  • Update Executive Director on a regular basis, particularly about critical issues
  • Track interactions with constituency in database
  • Provide receipts to bookkeeper, as appropriate
  • Report all financial commitment/expenditures
  • Align daily workload and long-range project management to priorities set forth in organization’s Strategic Plan (SMART Goals)
  • Align work, approach to reflect culture of VHLA: responsive, supportive, uplifting, compassionate, empathetic, patient/caregiver focused, collaborative, community, entrepreneurial, creative, resourceful, philanthropic, generous, altruistic, active/engaged
  •  Must work evenings and weekends, as needed


  • Minimum of 4-year degree
  • 1-3 years of administrative support experience required
  • Excellent written and verbal communication skills

o  Speak professionally over phone

o  Write and edit text at levels appropriate for patients, clinicians, or other stakeholders

o  Maintain effective lines of communication with various constituents

o  Must have excellent proficiency in Microsoft Office and Adobe Creative Suites/Cloud

o  Familiarity with website management and HTML

  • Strong interpersonal skills

o  Meet people where they are emotionally

o  Work collaboratively and/or independently as the task requires

o  Work well with others at all levels of the organization

  • Strong organizational, critical / creative / strategic thinking, and problem solving skills

o  Organized with strong attention to detail 

o  Meet deadlines, works well under pressure


  • Must be able to work at a computer
  • Must be able to talk on the telephone             

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

Send cover letter and resume to No phone calls please